How to set up and use a network-attached storage (NAS) device for shared file storage and backup in a small office

A network-attached storage (NAS) device provides a centralised location for your small office to store, share, and back up files. Instead of files being scattered across individual computers, a NAS sits on your local network and acts as a dedicated file server that Windows and macOS computers can access simultaneously. This article walks through the initial hardware setup, network configuration, shared folder creation, user permissions, and how to connect from both Windows and macOS. It also covers basic backup workflows to protect your data.

Before You Begin

Most NAS devices from brands such as Synology, QNAP, Western Digital, and Netgear follow a similar setup process. You will need:

• The NAS unit with at least one compatible hard drive installed
• An Ethernet cable to connect the NAS to your office router or network switch
• Access to your router’s admin interface (for optional static IP assignment)
• A computer on the same network for initial configuration
• The NAS manufacturer’s setup utility or web interface address

Quick Fix Steps

1. Physically install the hard drives into the NAS and connect power and Ethernet.
2. Power on the NAS and wait 2–3 minutes for it to boot.
3. Use the manufacturer’s discovery tool or web interface to find the NAS on your network.
4. Run the initial setup wizard to create an administrator account and storage pool.
5. Create at least one shared folder and assign user permissions.
6. Connect from each Windows and macOS computer using the network path or hostname.
7. Configure a scheduled backup job from at least one computer to the NAS.

Detailed Instructions

Step 1: Install Drives and Connect the NAS

1. Power off the NAS and unplug it from mains power.
2. Open the drive bays according to the manufacturer’s instructions. Most consumer and small business NAS units use tool-less trays or caddies.
3. Secure each hard drive into a tray and slide it fully into the bay until it clicks into place.
4. Connect the NAS to your office router or network switch using a standard Cat5e or Cat6 Ethernet cable.
5. Connect the power adapter and turn the NAS on.

Step 2: Find the NAS on Your Network

Most manufacturers provide a discovery utility. Download it from the manufacturer’s website onto a computer connected to the same network.

• Synology: Use Synology Assistant or visit http://find.synology.com in a web browser.
• QNAP: Use Qfinder Pro or visit http://start.qnap.com.
• Western Digital (My Cloud): Use WD Discovery or visit http://mycloud.local.
• Netgear (ReadyNAS): Use RAIDar or check your router’s DHCP client list for the NAS hostname.

Alternatively, log in to your router’s admin page and look under Attached Devices or DHCP Client List for a device with the NAS manufacturer’s name in the hostname.

Step 3: Run the Initial Setup Wizard

1. Open a web browser and enter the IP address or discovery URL of the NAS.
2. Accept the end-user licence agreement.
3. Create an administrator account with a strong password. Record this password in your office password manager.
4. Choose a storage pool configuration. For a two-bay NAS, select RAID 1 or SHR (Synology Hybrid RAID). For four or more bays, RAID 5 or RAID 6 provides a balance of capacity and redundancy.
5. Wait for the storage pool to initialise. This can take several hours for large drives. You can continue using the NAS during this process on most models.
6. Set the correct time zone (Brisbane, Australia — AEST, no daylight saving).

Step 4: Create Shared Folders

1. In the NAS web interface, navigate to Control Panel > Shared Folder (Synology) or Storage > Shares (QNAP).
2. Click Create or Add.
3. Name the folder something descriptive, such as Company Shared, Finance, or Projects.
4. Leave the default file system settings unless you have a specific reason to change them.
5. Click Apply or Create.

Step 5: Create Users and Assign Permissions

1. Navigate to Control Panel > User or Users.
2. Click Create and enter the user’s name and a temporary password.
3. Assign the user to a group if your NAS supports groups (e.g., Staff, Management).
4. After creating users, return to the shared folder settings and click Edit on each folder.
5. Go to the Permissions tab.
6. Select which users or groups have Read/Write, Read Only, or No Access.
7. Apply the changes.

Step 6: Connect from Windows

1. Open File Explorer.
2. In the address bar, type \\NAS-IP-address or \\NAS-hostname (for example, \\192.168.1.50 or \\synology-office).
3. Press Enter.
4. When prompted, enter the NAS username and password you created in Step 5.
5. Tick Remember my credentials if you do not want to re-enter the password each time.
6. Right-click the shared folder and select Map network drive.
7. Choose a drive letter (e.g., Z:) and tick Reconnect at sign-in.
8. Click Finish.

The shared folder now appears as a drive in File Explorer under This PC.

Step 7: Connect from macOS

1. Open Finder.
2. From the menu bar, select Go > Connect to Server (or press Command + K).
3. Type smb://NAS-IP-address or smb://NAS-hostname (for example, smb://192.168.1.50).
4. Click Connect.
5. Select Registered User and enter the NAS username and password.
6. Tick Remember this password in my keychain if desired.
7. Select the shared folder you want to mount and click OK.

To automatically reconnect at login, go to System Settings > General > Login Items, click the + button, and add the mounted network drive.

Step 8: Configure Backup to the NAS

A NAS is only a backup target if you actively copy data to it. Configure scheduled backups from each computer.

Windows 11 Backup

1. Open Settings > Accounts > Windows Backup.
2. Under Folders, ensure Desktop, Documents, and Pictures are toggled on.
3. Alternatively, use File History: go to Settings > System > Storage > Advanced storage settings > Backup options.
4. Click Add a drive and select the mapped NAS drive.
5. Click More options to set backup frequency and retention.

macOS Time Machine to NAS

1. Ensure the NAS supports Time Machine over SMB (most Synology and QNAP models do).
2. On the NAS, create a dedicated shared folder called Time Machine and enable the Time Machine service in the NAS settings.
3. On the Mac, open System Settings > General > Time Machine.
4. Click Add Backup Disk and select the NAS shared folder.
5. Enter the NAS credentials when prompted.
6. Time Machine will perform hourly backups automatically.

Troubleshooting

The NAS does not appear in the discovery tool

• Confirm the NAS power LED is on and the Ethernet link light is blinking.
• Check that the NAS and your computer are on the same subnet (e.g., both start with 192.168.1.x).
• Temporarily disable any VPN software on your computer.
• Log in to your router and look for the NAS in the DHCP client list. If it is missing, try a different Ethernet cable or port.
• Perform a soft reset of the NAS by holding the reset button for 4 seconds (check your model’s manual for exact timing).

Windows cannot access the shared folder

• Ensure the NAS has SMB (Samba) file sharing enabled. On Synology, go to Control Panel > File Services > SMB and tick Enable SMB service.
• Check that the user account has Read/Write permission on the shared folder.
• Try connecting using the NAS IP address instead of the hostname.
• On Windows, open Control Panel > Credential Manager and remove any stale NAS credentials, then reconnect.
• Ensure Windows network discovery is enabled: Settings > Network & internet > Advanced network settings > Advanced sharing settings > Private networks > turn on Network discovery.

macOS shows “Connection Failed” or “The operation couldn’t be completed”

• Verify you are using smb:// and not afp:// (AFP is deprecated on modern macOS).
• Check that the NAS has SMB enabled and that the shared folder has the correct permissions.
• On the Mac, open Finder > Go > Connect to Server and try the NAS IP address directly.
• Reset stored credentials: open Keychain Access, search for the NAS hostname or IP, delete the entry, and reconnect.
• Ensure the Mac and NAS are on the same network segment. Guest Wi-Fi networks often isolate clients and block access to local devices.

Backup jobs fail or are slow

• Check the available free space on the NAS storage pool. If the pool is full, backups will fail.
• For large initial backups, connect the computer to the network via Ethernet rather than Wi-Fi. A full Time Machine backup over Wi-Fi can take many hours.
• On Windows, ensure the mapped drive is still connected before the backup runs. Re-map the drive if the connection was lost.
• On macOS, if Time Machine reports “backup disk not available”, re-select the NAS in Time Machine settings and re-enter credentials.

Users cannot see files created by others

• Check the shared folder permissions. Users with Read Only access cannot create or modify files.
• Verify that all users are connecting with their own NAS accounts, not a shared generic account.
• On Synology, check Control Panel > Shared Folder > Edit > Permissions and ensure the correct group has Read/Write.
• On QNAP, check Control Panel > Privilege > Shared Folders and review the permission matrix.

Security Recommendations

• Change the default administrator password immediately after setup.
• Disable the default admin account and create a named administrator account instead.
• Enable the NAS firewall and restrict access to your local subnet only.
• Disable services you do not use, such as FTP, Telnet, and SSH, unless required.
• Enable automatic firmware updates or check for updates monthly.
• Enable drive health monitoring (S.M.A.R.T. tests) and schedule a monthly quick test.
• Restrict NAS access to the office network only. Do not expose the NAS directly to the internet unless you are using a VPN.

Ongoing Maintenance

• Check the NAS storage pool health monthly via the web interface.
• Review user accounts quarterly and remove access for staff who have left.
• Test a file restore from backup at least once every three months to confirm backups are working.
• Keep a spare hard drive on hand if your NAS uses RAID so you can replace a failed drive promptly.
• Monitor the NAS system logs for repeated login failures or unusual activity.

With the NAS configured, shared folders mapped, and scheduled backups running, your small office now has a centralised, resilient file storage system. For further assistance with advanced configurations such as VPN access, remote sync, or multi-site replication, Open a Ticket and our team will help.